Executive Director Performance Evaluation

Governance Policies and Procedures

Policy Number: G 2.6 | Policy Type: Role of the Board | Approval Date: September 2024

Introduction

It is a responsibility of the Ontario Library Association’s Board of Directors to hire a qualified and competent individual as the Executive Director (ED) of the Association. The Board oversees the performance of the ED and supports the ED’s development. As part of this process the Board conducts a formal, annual performance appraisal of the ED. This process facilitates bilateral communication between the Board and the ED, and ensures that the Board’s priorities are being achieved. This policy sets out the basis for the ED evaluation.

The ED is entitled to an evaluation of their performance by the Board of Directors on an annual basis. An objective and fair performance evaluation process and open communication will serve to strengthen the relationship between the Board and ED, provide direction to the ED, recognize their accomplishments, and ensure accountability for their actions.

Purpose

The evaluation of the ED is one part of the Board’s governance duty to ensure the Association has effective executive management. Establishing a framework for a regular and formal evaluation process will ensure there is consistency of the organization’s expectations of its ED from year to year and from Board to Board. This policy establishes guidelines to evaluate the performance of the ED.

Definitions

Board: means the Ontario Library Association Board of Directors
ED: means the Executive Director

Policy Statements

The performance evaluation process will be a mutually understood process in which the responsibilities of ED and the Board are fully articulated.
The evaluation process will strive to enhance the working relationship and information sharing between the ED and the Board.
To the greatest extent possible, the Board ED’s performance evaluation will be based on timely, multi-faceted data that is relevant to the following criteria:
Accomplishment of the organization’s mission, objectives and strategic results for which the ED is responsible.
Implementation of, adherence to, and monitoring of the Board policies.
Ensuring that the Board is well informed on issues affecting the continued relevance of the mission and performance and reputation of the Association.
Successful undertaking of relevant professional development and education.
The provision of evaluative feedback will be a formal, continuous process between the ED and the Board President, who confers with the ED on a regular basis.
The results of the most recent Board Evaluation will be considered as a part of the ED evaluation process in order to enhance Board/ED relations and/or identify areas for improvement.

Procedures

An initial six month evaluation is in keeping with the ED Succession Policy, and annually thereafter the board shall complete an ED Review as per this policy.
The ED shall:
- review the job description of the position and recommend any changes necessary. Changes will be made by the Board as required.

develop an annual plan with goals and well-defined, measurable performance objectives, which are based on the Board’s strategic priorities.
The Board shall:
review the written job description which states the responsibilities of the ED;
appraise the ED’s performance based on the job description and relevant competencies,
review progress towards achieving the Board’s priorities, and compliance with Board policies;
invite the ED to be an active participant in their own appraisal.
Information collected to assess the performance of the ED may include the previous year’s annual report. The report will include:
- progress to date on the Strategic Plan, including the annual plan and targets, and achievement of other organizational goals and initiatives;
- accomplishments and/or challenges to date;
- implementation of, adherence to and monitoring of policies;
- OLA’s current financial position, projected year-end position and successful audit process;
- data on service performance measures such as membership, program statistics, fundraising etc.
Competencies on which the ED is evaluated may include, but not be limited to:
vision for the organisation
achievements on behalf of OLA
leadership qualities
coaching and mentoring opportunities for leadership team
additional competencies may be identified and included.
In the event that the ED’s performance needs improvement, the Board must clearly state where progress must be made and will:
offer training and/or mentoring opportunities to address specific issues;
re-evaluate the performance of the ED, in six months.
In October, the President will inform the Board of the upcoming performance review, distribute the ED’s self-evaluation report, and request input from all Board Members using an assessment template (Appendix A). A deadline date for the completion of the assessments will be established.
The President will also send a copy of the assessment template to the EDs direct reports; and ask them to complete Sections A&D of the ED evaluation form. That anonymous feedback will form a part of the final evaluation report.
Board member and staff feedback on ED performance shall be sent to the Board President and Vice-President. A member of the Executive Committee (or designate) will consolidate the input submitted by the individual Board members to be discussed by the Committee and an assessment report will be prepared for Board discussion. The Committee’s report to the Board may contain recommendations regarding actions required and include adjustments to the compensation and/or other conditions of employment of the Executive Director.
The Committee’s report will be communicated to the Executive Director for comment before it is sent to the Board.
At the November Board meeting, an In-Camera session of the Board will be called during which the President will report on the performance review, noting achievements and/or any recommendations for improvement. At this time, the Board Executive would also put forward any recommendation regarding compensation changes for Board approval.
The President and Vice President will meet with the ED to discuss the outcome of the review, including the insights and observations from the Board. A letter confirming the outcome of the performance evaluation and advising of any changes to compensation will be provided to the ED.
The final report and a copy of the letter to the ED will be placed in the confidential personnel file of the ED.

Revised: September 2024

Date for Review: 2027; Every 3 Years